Docusign User Guide - Kent State University...2016/10/12 · DocuSign User Guide 09/2016 Page 3 About DocuSign At Kent State University, security of information is imperative, and

DocuSign User Guide

October 2016

DocuSign User Guide 09/2016 Page 2

Table of Contents About DocuSign ............................................................................................................................... 3

Overview ......................................................................................................................................... 3

Accessing DocuSign ......................................................................................................................... 4

The DocuSign Home Page ............................................................................................................... 5

Start a New Envelope ...................................................................................................................... 6

Initiate a Form ................................................................................................................................. 6

Routing and Approvals .................................................................................................................. 10

Monitoring the Document Routing Queue ................................................................................... 15

© 2016 Kent State University This information is provided by the Division of Information Services, Kent State University and is proprietary and confidential. These materials are made available for the exclusive use of Kent State University employees, and shall not be duplicated, published or disclosed for other purposes without written permission.


About DocuSign At Kent State University, security of information is imperative, and to maintain this security, many systems are in place. In many instances, acquiring access can be challenging due to the approvals needed, quite often in signature form. Though these challenges may be time consuming, they are necessary to protect the university, and the Faculty, Staff, and Students of Kent State.

With the introduction of the DocuSign application, the process of routing documents for signature, approving requests, and tracking timeline progress is simpler and more efficient. Documents are signed and forwarded digitally and instantly, to reduce time and effort, and minimize the potential for lost paperwork.

This user guide presents the tools and their uses in the DocuSign application and how to use them to effectively send documents through the approval chain in a digital format, improving the process, while maintaining and even increasing security.

Overview DocuSign simplifies the signature and approval process for documents by creating a format for utilizing prepared document templates, inserting specific data, and preparing a routing queue to initiate a request form. The Document Routing is initiated by creating a digital Envelope in which a form is sent for approval and digital signatures by those listed in the created queue. A Form Management section of the application delivers tracking information throughout the approval process and through to the completion of the authorization of the documents.

The application streamlines the process to Initiate, Approve, and Monitor the document in the approval process, saving time and effort using a secure and consistent system.


Accessing DocuSign Users can access DocuSign by entering their Kent State University email address and password in the data fields of the home page and selecting the ‘Company Login’ button.

This will navigate the user to the DocuSign Home Page and access to the Document Routing tools and actions.


The DocuSign Home Page The DocuSign Home Page displays a range of information and tools to create and monitor the progress of a document route to completion.

The tabs at the top of the Home page offer quick access to document status, document creation, and commentaries on document routings to improve the process.

The Home tab allows users to easily view the Envelope Status, or form tracking and action information, as well as customize their signature and find help if needed.

The Manage tab shows more details about the Document Routing status and lets the user open the document if action is necessary.

The Send tab reveals options for selecting available Documents for Signature, as well as Recipients and Routing. Sections for Email Message, and Envelope Settings will not be editable.

The Dashboard and Reports tabs show graphical information and run activity reports to analyze key metrics regarding the routing process.


Start a New Envelope The first step to the Document Routing process is to ‘Start a New Envelope’ to carry the document to the Approvers.

Clicking either the Start a New Envelope button, or the Send tab, displays the selection options for preparing a form and routing it to the appropriate approvers. The Envelope consists of four sections: Documents, Recipients and routing, Email Message, and Envelope Settings.

Initiate a Form To initiate a form for signatures, a document must be selected from existing Online Documents. Currently, at Kent State University, templates are used, filling in subject details to create the forms to be sent for signature and approval.

The Choose an Online Document button reveals a selection window of the available ‘Documents for Signature’ to be used in the DocuSign approval process. The forms presented for the application at Kent State University are located in the Shared Templates file of the document options.


A document template can be selected using the appropriate check box next to the document title and clicking the ‘Add’ button at the bottom of the selection window. This selects the template to be used to create the form by entering the subject information, and signatures needed for approvals. In the Recipients and Routing section, the names of the individuals involved in the process should be entered in the appropriate fields. The roles, as noted in the ‘Name’ field will be prompted by the particular document that has been selected.

As the form and routing are being Initiated, the first two names to be entered to the Document Routing should be:

1. The preparer of the Document and Document Routing queue 2. The employee who is the subject of the form

Additional recipients may be added to the queue and appropriate actions for them to take selected, using the Add Signer button and the Action drop down selection. Also, any unnecessary form recipients may be deleted form the queue using the buttons on the right.

Note: Add Signer should only be used in specific instances.

The Add CC button may be used to add a person to receive a copy of the form.


Based upon the template chosen, a basic routing queue is established for the form, listing the approval queue for the Envelope to follow. If needed, the Add Signer button allows additional users to be included in the process, including the order of the notification and what action is expected from the individual.

Changes to the Email Messages section have been disabled at this time.

Envelope Settings allow for selected options to be configured.

The Next button opens the document template for entry of the subject information. The document must be completed before the user can submit it to the DocuSign queue and Initiate the form for Document Routing.


The highlighted areas of the form are to be completed by the preparer. Once the form is completed, clicking the Send button places the form in the digital Envelope and Initiates the Document Routing process, with the Envelope being sent to the first approver in the queue.

If the initiator is also the First Approver, a window will appear asking if a signature should be added, allowing the preparer to navigate to the saved form and continue the process of the Document Routing. If ‘No’ is selected, the user is directed to the Manage tab to confirm the document has been Initiated and the Envelope sent to the first Approver.


Routing and Approvals With the process Initiated, the form is sent for the review and signature of the approvers in the routing queue. Emails will be automatically sent to approvers, as the Envelope navigates the queue, to notify them that a document is awaiting their signature.


The form can also be accessed via the Manage tab, where prepared documents are saved for tracking and access.

The Manage tab is arranged in four basic sections.

1. A Toolbar at the top allows users to Create a new routing, Filter results to find specific forms in various stages of progress, Search for a specific form, and take various Actions as needed to process forms.

2. A Menu Bar at the left allows users to view the Envelopes (documents in process), the Search Folders, and the Templates that are available.

3. A Work Area to the right lists the forms prepared by the individual and the status of the routing. Buttons below the list toggle between the Summary of the routing status, and the Document, in a view of the uncompleted template.

Clicking the item in the list displays the options to view a Summary, or the Document template for the selected item. Double clicking the item in the list opens the completed form being sent for approvals.


Opening a form, by double-clicking on the item in the list, retrieves the form and allows for the approver to Continue to the form for review and signature. A drop down selection item labeled Other Actions offers additional options that may be taken by the Approver.

By selecting the Continue button, the form can be reviewed and amended as needed prior to sending it to the next approver.

Selecting “Correct” allows for the edit or deletion of the recipient list and routing queue.


An orange location label appears on the left to let the user easily follow the flow of input fields.

Clicking on the orange label moves it near the next field for review.

The fields, lined in red, should be reviewed for accuracy and may be edited if needed before signing the form for approval.


In the Signature area, clicking the ‘Sign’ icon inside the form enters the preparer signature in the form.

Note: The first time a signature is selected, users will be able to select from various fonts their signature style. This may be edited from the Home tab in the DocuSign ID Card panel. Clicking the Finish button accepts any edits and the signature. A notification window appears to confirm that the signature has been accepted.

The Envelope is forwarded to the next Approver in the Document Routing queue. An email is sent, and their DocuSign Home tab and Managed tab are updated, notifying the next approver, that an Envelope has been sent to them and a document is awaiting a signature.


Monitoring the Document Routing Queue As approvals are granted by those in the routing queue, signing the document and sending it to the next approver, the progress is tracked in the Manage tab.

The Envelope Status is displayed in the Summary View, listing the Approvers as selected at the Initiation of the form, and noting if the signatures have been completed. The next step in the process is highlighted in bold.

Once the final signature has been entered on the form, and the process is finished, the initial preparer receives an email notification of the completion, with an attached copy of the completed document, showing all signatures. This final document may be saved for later reference, and to meet the university Document Retention Policy.


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The Manage tab will also display that the process has been completed